Allow your customers to trigger workflows directly in a Microsoft Dynamics 365 CRM Portal and show them multiple types of records on one page

Hello and welcome to my second blog post!

For those that would like a video please see here >>>>

For those like me who just want the answer on how its built, in text, so you can skim read it really quickly, figure it out and reproduce keep reading.

Last time I showed you the first half of a demo I built for Dynamics 365 Saturday Sydney. Today I’m going to go through the second half.

Third Quarter – Workflow Actions on Forms
My post ended last time on a web form step that allowed a second contact to approve or reject. I mentioned these were on demand workflows. This is configured on the web form step on the tab called ‘Additional Functionality’. Here we can configure actions the portal user can perform on the record they are viewing, including on demand workflows. For the workflows to appear and be selectable on the form they must be running in the same context as the web form step (Ie – Target entity), available to run as on demand and activated. Below are two screen shots of this section. One with and one with out advanced settings selected.

Without Advanced Settings Selected

With Advanced Settings Selected

Fourth Quarter – Multiple types of records on one Page
Traditionally if you want to display a list (or view) of records you do that by creating an entity form. Entity forms are powerful, you can display multiple views, render the records as calendar items and even render them as locations on a map. However if you don’t need that functionality you can also display a list of records on a form as a subgrid. At the system form level you can define the data type, will the be records related to the user or all records. At a view level you can define further filter criteria. You can also display multiple subgirds on a form. With regards to the portal the question now is what record do you display. In my demo I figured out if you force the portal user to sign in you can make the portal look at that users contact record and consequently display a system form configured with subgrids. Below is a screen shot of my web form step that uses the current portal users contact record as a source type. I’m using it to display cases and records from my custom entity.

What I didn’t mention in my video was how to then configure the subgrids. The same actions that can be configured on a specific web form step under ‘Additional Functionality’ can also be configured and more within the subgrid metadata. You can allow a customer to click through to a record to view more information. This could allow them to see fields not displayed in the view or even a timeline or notes control. You can allow your customers to trigger workflows directly in the view. And these are just a few of the options. See the screen shot below for more ideas on how this could work for you.

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